Motors Tech user guide

Each company has its own workspace. Company managers can grant specific permissions to their staff.

1. Open the company sign-in page and enter your email and password.
2. Choose Arabic, Kurdish or English; you can change the interface language later.
3. Use Users and permissions to invite staff and select their sections and permitted actions.
4. Use the activity log to see who performed an operation.
5. Confirm the selected company before adding data.
6. Use the activity log when you need to identify who changed a record.

Company information appears on documents; warehouses identify where vehicles are held.

1. Complete the company name, contact details, logo, and print header and footer.
2. Create warehouses with the real locations used by your team.
3. Choose USD or IQD as the reporting currency for the income statement and balance sheet.
4. Create users and assign roles and permissions.
5. A registered warehouse can contain zero vehicles.
6. Record a dated opening balance when taking over existing accounts.

A make identifies the brand; a category identifies the model or variant.

1. Add makes such as BMW and MG under Vehicle types.
2. Add their models, such as X5 or RX5, and associate each model with its make.
3. Maintain transmission and fuel type lists used by your company.
4. Use these values on vehicle cards so searches and reports remain consistent.
5. Select the make before its model on a vehicle card.
6. Correct an existing name instead of adding a near duplicate.

Every vehicle begins with a separate card, even before your company buys it.

1. Create a vehicle and enter its unique VIN, make and model.
2. Record the year, color, engine, transmission, fuel, mileage, image, and notes.
3. Choose the warehouse associated with the vehicle.
4. Check the card in Vehicle cards; it stays in the pre-purchase state until invoiced.
5. A draft card does not count as purchased stock.
6. Correct the VIN before adding it to an invoice.

A purchase invoice links one or more vehicles to a supplier and freezes the transaction currency and exchange rate.

1. Choose a supplier or add one from the invoice without leaving the page.
2. Select unpurchased vehicles and enter each purchase price and discount.
3. Choose the purchase currency, exchange rate, payment method, and final cash or bank account.
4. Record the amount paid and due; purchased vehicles move to inventory and supplier balances update.
5. Review, edit, print, or issue a purchase contract from the purchase register.
6. Check for blocked or duplicate suppliers before adding a new one.
7. Verify invoice totals and the final cash or bank account before saving.

Inventory shows purchased, unsold vehicles and their accumulated costs.

1. Find a vehicle by VIN, make, model, or warehouse.
2. Add a vehicle expense and select a final cost center subaccount from the chart of accounts.
3. Enter the expense currency, exchange rate, and whether it was settled by cash, bank, or debt.
4. Review all expenses and the vehicle cost converted into the reporting currency.
5. Transfer vehicles between warehouses when required.
6. Expense category is required and must be a final cost center account.
7. Review the original amount and converted cost after saving.

Only purchased vehicles currently in inventory are available for a new sale.

1. Choose a customer or add one directly from the invoice, and inspect balances in each currency.
2. Select vehicles and inspect the purchase cost and expenses before pricing the sale.
3. Choose the sale currency independently of the purchase currency and record the sale exchange rate.
4. Enter the collected and due amounts, payment method, and cash or bank subaccount.
5. The vehicle moves to Sold vehicles; issue a sale contract and print the invoice.
6. The sale price starts at zero; enter a positive price for each selected vehicle.
7. Review the customer balance, purchase cost, and expenses first.

Trade-in deals accept a vehicle as part of a sale; authorized users may reverse transactions.

1. Use Sale with trade-in to record both vehicles and the cash difference.
2. Review the trade-in register and resulting inventory.
3. Start a return from the relevant invoice when the transaction must be reversed.
4. Verify vehicle status, party balances, and journal entries afterward.
5. Check linked payments before returning an invoice.
6. Inspect warehouse status and balances after the reversal.

Vouchers record cash movements, with or without a specific invoice.

1. Choose a receipt voucher for incoming funds or a payment voucher for outgoing funds.
2. Select a customer, supplier, or final account; enter the date, amount, and currency.
3. Link an invoice if needed, or allocate an unlinked party payment against oldest invoices.
4. Choose cash or bank and the appropriate final subaccount.
5. Review allocations and print or edit the voucher according to permissions.
6. An unlinked party payment settles the oldest invoices in the same currency.
7. Review allocations and the updated account statement after saving.

Accounts are grouped as assets, equity, liabilities, revenue, and expenses, then into parent and final subaccounts.

1. Create a final subaccount under the correct parent and set its currency and opening balance.
2. Open a final account statement and filter it by date.
3. Record a transfer between two accounts or a compound journal entry with as many lines as needed.
4. Make sure total debits equal total credits before posting.
5. Review exchange rates and currency exchange transactions.
6. Opening customer or supplier balances are entered from the party page.
7. Only final subaccounts receive postings; debits and credits must match.

Reports combine transactions for a chosen period and the company's reporting currency.

1. Filter the dashboard by month and year to inspect key figures and charts.
2. Open customer, supplier, cash, and bank balances and statements.
3. Use the income statement to review revenue, cost of sold vehicles, expenses, and net profit.
4. Use the balance sheet to review assets, liabilities, equity, and the result from the income statement.
5. Select the period and print the required report.
6. Net profit equals revenue minus cost of vehicles sold and expenses.
7. Use saved transaction rates when comparing different currencies.

Templates produce printable contracts and forms connected to the business operation.

1. Open a purchase or sale invoice and create its contract after reviewing the party, vehicle, amount, and clauses.
2. Edit an issued contract while keeping its revision history.
3. Create a document template and fields if you have template management permission.
4. Fill and preview a form before issuing it.
5. Open the document register to print previous versions.
6. A new template version affects new documents, not those already issued.
7. Check print header, footer, and page size before delivery.

The administrator dashboard manages companies, users, website content, subscriptions, and activity.

1. Sign in through the separate administrator page.
2. Create companies and choose their main accounts, subscription term, start date, and amount.
3. Activate or suspend a company and manage its users and permissions.
4. Inspect activity and login records, and upcoming subscription expiries.
5. Edit the home page, user guide, and branding through Website management.
6. Subscription expiry affects access for company users.
7. The administrator can change website content in each language.